Document scanning service during the incorporation of a company
Nowadays, most administrations allow you to carry out procedures online, or at least to digitalise procedures that, in principle, are done on paper. A document digitalisation service allows you to have all your company’s incorporation and management documents digitalised and also to access them from different devices while they are protected.
Which company documents can be digitised
Many countries, including Spain, have now implemented digitisation processes that allow the filing of company formation documents electronically. The documents that can be scanned may vary according to jurisdiction and local regulations, but some of the common documents that can generally be scanned include:
- Memorandum of association: The public deed of incorporation of the company, which contains the articles of association and other relevant details about the company, can be digitised in many cases. This deed is usually signed by the founders of the company in front of a notary.
- Identification of the founders: The personal identification documents of the founders, such as ID card or passport, can be scanned and attached to the company formation application. These documents are usually scanned and submitted in electronic format.
- Certificates of capital contributions: If the founders make capital contributions in cash or in kind, the corresponding certificates can be scanned and submitted as part of the company formation documentation. Since 2023, it is no longer mandatory to provide the deposit certificate for the incorporation of an SL.
- NIF = CIF: The company’s tax identification number (NIF) or tax identification code (CIF) can also be obtained electronically from the relevant tax office and attached to the company formation application.
- Electronic signature: In many cases, the electronic signature of the founders and other parties involved in the company formation process is valid and legally accepted. This signature is essential and is used to validate the electronic documents submitted during the incorporation process.
It is important to consult the specific regulations and policies of the relevant company registry to determine which documents can be digitised and submitted electronically in the company formation process.
Digitisation of these documents can speed up the incorporation process and facilitate the filing of the application with the relevant authorities.
The importance of data protection in business
Data protection laws through the Spanish data protection agency AEPD play a key role in protecting a company’s digital information, including customer and supplier information.
These laws establish rules and regulations to ensure that personal and confidential information is treated appropriately and securely.
Below, we assess some of the reasons why these regulations are important for the protection of a company’s digital information:
- Customer and supplier privacy: Data protection laws protect the privacy of customers and suppliers by regulating how their personal and confidential information is collected, stored, processed and shared. This builds trust between the parties involved and promotes strong and lasting business relationships.
- Preventing unauthorised access: The Data Protection Act establishes security measures and protocols to prevent unauthorised access to the company’s digital information. This includes the use of strong passwords, data encryption, firewalls and other cyber security technologies to protect against cyber-attacks and security breaches.
- Legal liability and compliance: Complying with data protection laws is not only an ethical issue, but also a legal one. Companies that fail to comply with these laws can face significant financial penalties, lawsuits and reputational damage. It is therefore crucial that companies adhere to these regulations to avoid adverse legal consequences.
- Effective risk management: By implementing security measures and complying with data protection laws, companies can mitigate the risks associated with the loss, theft or compromise of confidential information. This helps protect the company’s reputation and integrity in the marketplace.
In short, data protection laws are critical to protecting a company’s digital information, as well as the privacy and confidentiality of its customers and suppliers.
Complying with these laws is not only a legal obligation, but also a responsible business practice that contributes to trust and stability in business relationships.
The advantages of a document scanning service
It is possible to digitise company documents that are on paper. Using scanners or high-resolution cameras, physical documents are converted into digital files that can be stored, managed and shared electronically.
This practice facilitates quick access to information, reduces physical storage space and improves the operational efficiency of the company.
In addition, digitisation of documents enables additional security measures to be implemented to protect confidential information and ensure compliance with data protection regulations.
At Asesoría Orihuela Costa we take care of digitising all your documents, so that they are always accessible and protected.
